SalesSheet.ai includes a full voicemail system for your provisioned phone number. When you miss an inbound call or a contact is unable to reach you, they can leave a voicemail message that is stored directly in your CRM. Voicemails are automatically linked to contact records when the caller's number matches an existing contact, and you receive instant notifications so you never miss an important message.
Setting up voicemail takes just a few minutes. You can record a custom greeting, configure when voicemail activates, and choose how you want to be notified about new messages. SalesSheet also provides AI-powered voicemail transcription so you can read messages at a glance without listening to the audio.
Antes de Comenzar
- An active SalesSheet.ai account on the Pro or Enterprise plan
- The Calling add-on enabled with a provisioned phone number
- A microphone connected to your computer (if recording a greeting through the browser)
- Notification permissions enabled in your browser or the SalesSheet mobile app installed for push notifications
Access Voicemail Settings
Navigate to Settings > Calling > Voicemail from the main dashboard. This page contains all voicemail configuration options for your provisioned phone number. If your organization has multiple phone numbers, use the dropdown at the top of the page to select the number you want to configure. Each number can have its own independent voicemail settings and greeting.
On this settings page, you will see three main sections: Greeting, Behavior, and Notifications. The Greeting section controls what callers hear, the Behavior section determines when voicemail activates, and the Notifications section configures how you are alerted to new messages.
Record Your Voicemail Greeting
In the Greeting section, you have three options for setting up your voicemail message. The first option is "Record in Browser," which allows you to record a greeting directly from your computer using your microphone. Click the red record button, speak your greeting, and click stop when finished. You can preview the recording and re-record as many times as needed before saving.
The second option is "Upload Audio File," which lets you upload a pre-recorded greeting in MP3 or WAV format. This is ideal if you have a professionally recorded greeting or want to use audio editing software to perfect your message. The maximum file size is 5 MB and the recommended length is 15 to 30 seconds.
The third option is "Text-to-Speech," which uses SalesSheet's AI to generate a natural-sounding greeting from text you provide. Type your desired greeting message in the text field, select a voice from the available options, and click "Generate." Preview the result and adjust the text or voice selection until you are satisfied. This option is convenient if you do not have access to a microphone or prefer a polished, consistent sound.
Check Your Voicemail Inbox
Access your voicemail inbox by clicking the Voicemail icon in the left sidebar under the Calling section, or by navigating to Calling > Voicemail from the top menu. The inbox displays all received voicemail messages in reverse chronological order, with the newest messages at the top. Unread messages are highlighted with a blue indicator.
Each voicemail entry shows the caller's name (if matched to a contact), phone number, date and time of the message, duration, and an AI-generated transcription of the message content. Click on any entry to expand it and access the full audio player. You can listen to the voicemail directly in your browser, adjust playback speed, skip forward or backward, and download the audio file as an MP3. If the caller matches an existing contact, clicking their name takes you directly to their contact record.
From the voicemail entry, you can also take quick actions: click "Call Back" to immediately dial the caller, click "Send SMS" to reply with a text message, or click "Create Task" to set a reminder for follow-up. These actions are pre-populated with the caller's information so you can respond without any extra steps.
Set Up Voicemail Notifications
In the Notifications section of the voicemail settings, configure how you want to be alerted when new voicemail messages arrive. SalesSheet.ai supports multiple notification channels that can be enabled simultaneously.
"In-App Notification" displays a badge on the Voicemail icon in the sidebar and adds a notification to your SalesSheet notification center. This is enabled by default. "Browser Push Notification" sends a desktop notification through your browser even when SalesSheet is not the active tab, so you can see new voicemails immediately. "Email Notification" sends an email to your connected email address with the voicemail transcription and a link to listen to the audio. "Mobile Push Notification" sends an alert to the SalesSheet mobile app on your phone, which is especially useful when you are away from your desk.
You can also configure a "Quiet Hours" schedule that suppresses notifications during specific times, such as evenings and weekends. Voicemails received during quiet hours are still stored in your inbox but notifications are held until your next active period begins.
Consejo Pro
Set up a "Voicemail Drop" template in Settings > Calling > Voicemail > Voicemail Drop. This feature lets you pre-record a message that can be delivered directly to a contact's voicemail when you are making outbound calls. During a call, if you reach a voicemail box, click the "Drop Voicemail" button in the dialer to leave your pre-recorded message and move on to your next call. This is a huge time saver during high-volume calling sessions.
Manage and Organize Voicemail Messages
As your voicemail inbox grows, SalesSheet.ai provides several tools to keep messages organized. You can mark messages as read or unread, star important messages for quick access later, and archive messages that have been addressed but you want to keep on file. Use the bulk action toolbar at the top of the inbox to select multiple messages and apply actions like archive, delete, or mark as read in a single click.
You can also filter your voicemail inbox by status (unread, read, starred, archived), by date range, or by contact. The search bar at the top of the inbox searches both voicemail transcriptions and contact names, so you can quickly find a specific message. For Enterprise accounts with team voicemail inboxes, managers can assign voicemails to specific team members by clicking the "Assign" button on any message, which transfers responsibility for follow-up and sends a notification to the assigned user.
Importante
Voicemail messages count toward your account's recording storage allocation. If your storage is full, new voicemail messages cannot be saved and callers will hear a generic message indicating that the mailbox is unavailable. Monitor your storage usage in Settings > Calling > Recording > Storage and set up retention policies to automatically remove old voicemails after a specified period.
What to Expect After Setting Up Voicemail
Once your voicemail is configured, here is how it integrates with SalesSheet.ai:
- Automatic caller matching: When a voicemail is received from a number that matches an existing contact, the message is automatically linked to that contact's timeline alongside calls, emails, and other activities.
- AI transcription: Every voicemail is automatically transcribed using SalesSheet's AI, so you can read the message content without listening to the audio. Transcriptions are searchable from the global search bar.
- Missed call logging: Even if a caller does not leave a voicemail, missed inbound calls are logged on the contact timeline so you can see who tried to reach you and call them back.
- Team voicemail routing: Enterprise accounts can configure shared voicemail inboxes for teams, so incoming messages are visible to all team members and can be claimed or assigned for follow-up.
- Analytics and reporting: Voicemail metrics including total messages received, average response time, and unread message count are available in the Calling Analytics dashboard.
Solución de Problemas
Callers say they cannot leave a voicemail. What is wrong?
First, verify that voicemail is enabled in Settings > Calling > Voicemail. If it is enabled, check the Behavior section to confirm that voicemail activates after the correct number of rings (default is 4 rings or 25 seconds). Also verify that your recording storage is not full, as a full mailbox will prevent new messages from being saved. If callers report hearing no greeting at all, re-save your greeting or switch to the default system greeting temporarily to rule out a corrupted audio file.
I am not receiving voicemail notifications. How do I fix this?
Check that notifications are enabled in Settings > Calling > Voicemail > Notifications. For browser push notifications, ensure that your browser has permission to send notifications for the SalesSheet.ai domain. You can check this in your browser's site settings. If you have Quiet Hours configured, verify that the current time falls outside the quiet period. For mobile push notifications, make sure the SalesSheet app is installed and that push notifications are enabled in your phone's settings for the app. Try disabling and re-enabling the notification channel to reset the connection.
The voicemail transcription is inaccurate. Can I improve it?
AI transcription accuracy depends on audio quality, background noise, accents, and speaking speed. While the transcription is generally reliable, it may occasionally misinterpret words or names. You can manually edit any transcription by clicking the pencil icon next to the transcription text on the voicemail entry. Edited transcriptions replace the AI-generated text and are used for all future search indexing. If transcription quality is consistently poor, it may indicate a low-quality recording caused by network issues affecting the voicemail audio capture.